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Executive Secretary/Receptionist

Department:

Federation of Students

Effective Date: February 5, 2001
Grade: USG 4 Reports to: Accounting Manager

General Accountability

This position is accountable to the Accounting Manager acting as the Executive Secretary for the general office and the Receptionist for the Federation of Students.  This position provides full time secretarial support and acts as the cashier.

Nature and Scope

This position will provide word processing and spreadsheet support to the general office including: the student executive, regular student part time support, the General Manager, the accounting staff, the Special Events Co-ordinator and similar support on an occasional basis to the remaining full time staff of the corporation.

This position will act as the receptionist at the main entrance into the general office serving students and other individuals in a helpful and courteous manner.  This position will answer the multi line telephone system for the Federation of Students and deal with those calls not handled by the automated voice mail system.  This position will operate and count the float for the cash register selling a wide variety of tickets and services to students and other individuals including: live entertainment, special events, the Fed Bus, Kitchener/Waterloo bus passes, and social memberships to the Federation of Students.

The Executive Secretary/Receptionist will act as the Federation of Students liaison with those University departments whose services the general office uses frequently, including: Audio Visual Centre, Bookings, Central Stores, and Plant Operations.  This position is responsible for the maintaining of an adequate inventory of office supplies for the general office and for co-ordinating the ordering of such supplies.

This position will maintain the purchase order system including accounting for all purchase orders issued.

 This position will maintain for the Federation of Students the vacation schedule for all full time and regular part time staff and sort and distribute the mail for the organization.

Finally, this position is responsible for any other duties as may be assigned by the Accounting Manager.

Statistical Data

Specific Accountabilities

Working Conditions